Barbara's+Interpersonal+Activity

=Let's be Fair - Team workload leveling activity=

Purpose
This activity is designed to be used by a team with shared responsibility for running a project or organization, in which the roles and workload of participants have not been fully defined, or are not balanced.

Time Required
The activity should take approximately 1 hour.

Number of Participants
3-8 team members can participate in this activity, with 5-6 being the ideal range. Larger groups can be broken down into work groups by assigning task categories or committees.

Supplies Needed
The facilitator will provide team members with task forms, a marker and a pen or pencil. Each participant will also be given an 81/2 x 11 piece of card stock which they will fold lengthwise to make a tent style name card. The facilitator needs a large writing surface like a poster board, core board, or white board, and tape.

Preparation
The facilitator must make enough copies of the the task form to have at least three/participant plus a few spares. This linked PDF document produces two forms per sheet.

Introduction
"We know we all have a lot to do, and we know that lot's more needs to be done. The purpose of this activity is to identify and assign the highest priority tasks to move this team forward without overloading any team members. To do this, we'll each announce how many hours per week we can realistically devote to team activities. Then we'll collectively identify critical activities, and go through a process of assigning them. If the work that's identified takes more time than the team has available, we'll either have to defer it or find someone outside the team to help."

Process

 * Step 1 - Identify available work hours (5 minutes)** - Facilitator passes around the name cards, and instructs participants to fold them down the middle lengthwise to make a tent. Direct them to write their name on the card, and also write the number of hours per week they have available to work on team activities. When everyone has completed their card, quickly go around the table declaring the hours available, and work toward a consensus that the declarations are reasonable. When everyone is satisfied that the number of available work hours have been identified, go on to step 2.




 * Step 2 - Identify tasks by completing Part 1 of form (5 minutes)** - Facilitator passes out the task forms. Each participant should get 3 forms. Facilitator explains that each participant should write one task per form, and specify how many hours the task will take. Members will indicate if any special tools or training are required to complete the task. At this point, only Part 1 of the form should be completed.



Participants should fill as many forms as they need for significant high-level tasks, and may ask for more forms if necessary. Any quantifiable task that is important to meeting the team's goals should be identified, regardless of who's currently doing it. Each member should try to think of at least one or two. Completed forms are passed to the facilitator.


 * Step 3 - Validate and consolidate tasks (15-20 minutes)** - The facilitator reads aloud all the tasks. The team has the opportunity to combine, remove duplicates, etc. until it is satisfied that it has a valid list of tasks.


 * Step 4 - Participants volunteer for task assignments by completing Part 2 of the form (10 minutes)** - The facilitator distributes the forms remaining from step 3 evenly among the participants. Each participant should have about 3 task forms. On any task they feel they can assist with, they should write their name under the appropriate column (I'm already doing it, and I'll continue, I can do this task in the future, I'll find someone to do this task). If they do not feel they can help with a particular task, or would prefer not to, they should leave their name off the form. Every 2 minutes, the task forms should be passed to the left, and the process repeated until everyone has had a chance to volunteer for all of the tasks.


 * Step 5 - Assign tasks (15-20 minutes)** - Again, the forms are passed to the facilitator. As each task is read, the facilitator reports who has signed their names in the volunteer section of the form. After a brief discussion, the task is assigned, or deferred. Assigned tasks are taped to the name card of the volunteer. Each person must stop accepting tasks once they have filled the available hours declared on the card.


 * Wrap-up** - The facilitator will collect the name cards with the assigned tasks taped to them, and prepare a roster for distribution to the team.

Debrief
"Does everyone feel that they have a clear understanding of the goals and tasks of this team?" "Does everyone feel comfortable with their task assignments?" "How does this make you feel about participating in this team?" "Is that different from how you felt before the exercise?"

Credits
This activity was based on the [|Spirited Role Clarification: A Team Activity] article by Susan Otto published in the North American Simulation and Gaming Association (NASAGA) Simages Journal, Volume 8, Issue 1, 2008 (p 27).

The changes made to the exercise deemphasize personal preferences for job tasks, and focus on who is available, willing and skilled to perform required tasks.